Title
Recommendation to Authorize the City Manager to Execute a Second Amendment to the Agreement with Innovative Interfaces, Inc. to Provide the Software System and Database Used by the Alameda Free Library for Services Including, but Not Limited to, Materials Acquisition, Online Public Access Catalog, Patron Circulation and Accounts, Materials Cataloging and Processing, System Administration, Reporting, and Interlibrary Loans for Five Additional Years in the Amount of $358,350.17 for a Total Agreement Compensation Not-to-Exceed $880,968.17. (Library 21052300)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
Innovative Interfaces Inc. produces both the Polaris Integrated Library System (ILS) and LINK+ Interlibrary Loan system that the Alameda Free Library (Library) utilizes. Both of these systems are integral to the services the Library offers for the Alameda community. The Library has utilized these systems since the agreement with Innovative Interfaces, Inc. was approved by City Council in 2016. Staff recommends continuing the Innovative Interfaces Inc. agreement for five additional years in the amount of $358,350.17 for a total agreement compensation not-to-exceed $880,968.17. The appropriation for the next two fiscal years of funding is included in the Fiscal Years 2023-25 Budget and no additional funding is requested.
BACKGROUND
Innovative Interfaces Inc. owns and manages both the Polaris ILS and LINK+ Interlibrary Loan system that the Library utilizes. The ILS is the backbone of the Library’s services to the community and its database management. It allows the Library to manage its core functions such as material acquisitions, cataloging, circulation, online catalog searching, statistical reporting and processing of records in a single database structure. LINK+ is a popular interlibrary loan service that allows the City to borrow library materials from over 60 different public and academic libraries.
In December 2015, the library employed a competitive procurement process for the purchase of a new ILS. Polaris ILS came out on top by a significant margin, surpassing the previous ILS, Horizon. On June 21, 2016, City Council approved an agreement with Innovative Interfaces to provides this software system to manage core Library services. On June 16, 2020, City Council approved a first amendment to extend the agreement with Innovative Interfaces for two years and add the LINK+ resource sharing network. After seven years of using the Polaris ILS, staff have been extremely satisfied with the system and its service for Library patrons.
The agreement expired on June, 21, 2023. City staff is requesting to extend the agreement five years, through June 20, 2028.
DISCUSSION
The ILS is the Library’s system and database that manages the entire catalogue system and patron information. This database is the foundation for the Library’s book circulation, check out, and check in. It allows Library staff to run reports and manage patron records. The ILS system is also the necessary connection to allow Library patrons to utilize electronic resources offered through outside vendors. For example, ILS authenticates a patron’s Library card so they can access e-books, movie streaming services, audio books, and Linked in Learning (online tutorials). The electronic vendor communicates through ILS to confirm it is an authorized Alameda Library patron requesting the material.
By providing access to larger collections and those across over 60 public and academic libraries, the LINK+ service works well for hard to obtain books, as well as many other books. As a smaller library, the Library has reduced space capacity and is unable to keep a large collection. Therefore, the Library may not have a harder to find book requested by a patron, however with the LINK+ service, the Library can reach out to larger libraries such as Berkeley or San Francisco to locate and secure the requested book for the patron.
Staff is recommending City Council approve continuing this ILS agreement as a sole source provider, as allowed by the City’s Administrative Purchasing Policy. The Library staff are extremely satisfied with this ILS product and it would require significant staff time and resources to transfer the extensive data and information to a new platform. In addition, most Bay Area libraries use Innovative Interfaces such as Polaris ILS and its other similar product, Sierra.
FINANCIAL IMPACT
The total cost of the five-year Second Amendment is $358,350.17. This includes the Polaris ILS, SIP2 Authentication Hardware, Multi-tenant Cloud Hosting Environment (Terminal Services, PAC Services, Reporting Services, Screwdriver Services), Carousel toolkit, Integration of patron self-check-out, Content Café Subscription, RFID Integration, Training/Test Server, and Resource Sharing (LINK+). The appropriation for this purchase is included in the Fiscal Years 2023-25 Budget and no additional funding is requested.
The City Council previously approved the original agreement and first amendment. The total agreement amount and approval dates are presented below:
|
Contract |
Approval Date |
Authorized Amount |
|
Original Contract |
June 22, 2016 |
$400,000 |
|
1st Amendment |
June 1, 2020 |
$122,618 |
|
2nd Amendment |
|
$358,350.17 |
|
Total |
|
$880,968.17 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a second amendment to the agreement with Innovative Interfaces, Inc. to provide the software system and database used by the Library for services including, but not limited to, materials acquisition, online public access catalog, patron circulation and accounts, materials cataloging and processing, system administration, reporting, and interlibrary loans for five additional years in the amount of $358,350.17 for a total agreement compensation not-to-exceed $880,968.17.
Respectfully submitted,
Marlon Romero, Acting Library Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Second Amendment
2. First Amendment
3. Original Agreement